Tenant Information

At John Brown and Mark Youll, we let and manage a variety of furnished and unfurnished properties. We are based in Old Coulsdon, however the areas we cover are extensive. As members of The Property Ombudsman.

Our site contains a constantly updated register of rental property. In order to receive a regularly updated list of our available rental properties, please register and we will contact you with details of new properties to suit your specified requirements.

For more detailed information or appointments to view please contact us on 01737 551111 or 020 8668 5344.

Please keep in mind that a range of rigorous checks on all prospective tenants will be carried out and we will require at least one and half full month’s rent as a deposit and one month’s rent paid in advance. Should you be uncertain as to your suitability or have specific requirements, please contact us.

TENANT’S GUIDE

Although Letting Agents have different procedures, this guide is intended as a general overview to assist you when renting a property. We have set out below a few significant pointers to assist you.

YOUR OFFER

Once we have found your suitable property, you will be in a position to make an offer to the Landlord for consideration. Please note that any offer you make would be subject to you fulfilling our contract & reference criteria.

At this point, you will be requested to provide a RESERVATION FEE which holds the property for you. However, if the Tenancy Agreement is not signed by you (the Tenant) within 7 to 14 working days after receipt of your application, the Landlord reserves the right to re-offer the property. In these circumstances or, should your references prove unsatisfactory, the reservation/application fee would be non-refundable.

AGREEING THE LET

As soon as your offer has been accepted by the Landlord, we will apply for references and draw up the relevant documentation which will form the basis of the agreement between you and the Landlord.

You will be expected to provide:

REFERENCES

We will also contact your employer and your landlord (if you are in rented accommodation already. Your previous employer will also be contacted if you have recently changed jobs. If you are self-employed, we will need to contact your accountant. A credit check will also be conducted.

To assist us in collating the necessary references, it would be advantageous for you to warn the above individuals in advance that references are required as these can be return to us within a matter of a few days, barring any delays.

Occasionally, a GUARANTOR will be required if, for example the tenant has not been continuously employed for the past 18 months; has been working abroad in the previous 6 months; the tenants’ income falls short of our criteria or the tenants’ employment is considered as changeable and bad credit.

Please note that the same criteria apply to the guarantor and, furthermore, the guarantor must earn the equivalent of 3 times the yearly sum of the rent, be in full time employment or be able to prove by bank statements that they have “independent means”. All tenants should be able to provide a guarantor and should the tenant be unable to provide one, we will decide that the tenant has withdrawn their application. The tenant will therefore forfeit their deposit.

The guarantor must be aware that they will stand as guarantor for you, (and your partner if you are moving in to the property with some one else), for the entire occupancy of the property, not just for the period of the initial tenancy term.

HOW MUCH DO I NEED TO EARN TO BE CONSIDERED FOR THE PROPERTY?

Having passed all the referencing criteria to be considered for the property and, subject to the Landlord’s decision, you must earn at least 1.5 times the yearly rent (however, you will require a guarantor) or at least 2.5 times the yearly rent (you will qualify on the income part of the referencing without a guarantor).

TENANCY AGREEMENT

An appointment will be arranged with you to visit our offices to sign the Tenancy Agreement when all references have been received. The Landlord will also be asked to sign their copy of the document.

RENT AND DEPOSIT

You will be required to provide the agreed sum of rent and deposit before taking possession of the property.

The deposit is required for the full tenancy against loss, damage or charges payable at the termination of the tenancy. Whilst this is usually the equivalent of one month’s rent, this may vary therefore we suggest that the actual amount is verified via the property description as found on our letting list. The deposit will be held by Mark Youll Estate Agents in their designated clients’ account and is fully bonded. It is returnable in full at the end of the tenancy subject to final inspection of the property and it should be noted that deductions will also be made for cleaning should the property (and garden areas) not have been left in a satisfactory condition.

Rent is to be paid monthly in advance commencing on the first day of the tenancy and then on the same day each month thereafter. The preferred method is by bank standing order.

Tenant Fees for New Assured Shorthold Tenancies Signed on or after 1^st June 2019

Holding Deposit (per tenancy)	One week’s rent. This is to reserve a property. Please Note: This will be withheld if any relevant person (including any guarantor(s)) withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and / or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).
Security Deposit (per tenancy. Rent under £50,000 per year)	Five weeks’ rent. This covers damages or defaults on the part of the tenant during the tenancy.
Security Deposit (per tenancy. Rent of £50,000 or over per year)	Six weeks’ rent. This covers damages or defaults on the part of the tenant during the tenancy.
Unpaid Rent	Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arrears.
Lost Key(s) or other Security Device(s)	Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost key(s) or other security device(s).
Variation of Contract (Tenant’s Request)	£50 (inc. VAT) per agreed variation. To cover the costs associated with taking landlord’s instructions as well as the preparation and execution of new legal documents.
Change of Sharer (Tenant’s Request)	£50 (inc. VAT) per replacement tenant or any reasonable costs incurred if higher. To cover the costs associated with taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.
Early Termination (Tenant’s Request)	Should the tenant wish to leave their contract early, they shall be liable to the landlord’s costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. These costs will be no more than the maximum amount of rent outstanding on the tenancy.
Client Money Protection: CMP Client Money Protect www.clientmoneyprotect.co.uk	Independent Redress Scheme: The Property Ombudsman www.tpos.co.uk

FEES (for Existing Assured Shorthold Tenancies and all Assured Tenancies)

Set up fee (tenant’s share)	£ 234 (inc VAT) for up to two tenants
Referencing up to two tenants (identify, immigration and visa confirmation, financial credit checks, obtaining references from current or previous employers / landlords and any other relevant information to assess affordability) as well as contract negotiation (amending and agreeing terms) and arranging the tenancy and agreement.
Additional Tenant Fee	£ 60 (inc VAT) per tenant
Processing the application, associated paperwork and referencing
Guarantor Fee	£ 60 (inc VAT) per guarantor (if required)
Covering credit referencing and preparing a Deed of Guarantee as part of the Tenancy Agreement
Permitted Occupier Fee	£ N/A (inc VAT) per permitted occupier
Explaining to any permitted occupier their rights and responsibilities towards the named tenant(s) and landlord as well as the provision of documentary guidance and assistance during the tenancy
Accompanied Check-in Fee	£ 150 (inc VAT)
Preparing an Inventory and Schedule of Condition of the property, explaining how appliances function and taking meter readings for utilities and services
Pet Deposit	Equivalent to Two Months Rent (unless otherwise agreed)
To cover the added risk of property damage. This will be protected with your security deposit in a Government-authorised scheme and may be returned at the end of the tenancy
DURING YOUR TENANCY:
Amendment Fee	£ 60 (inc VAT)
Contract negotiation, amending terms and updating your tenancy agreement during your tenancy
Renewal Fee (tenant’s share)	£ 60 (inc VAT)
Contract negotiation, amending and updating terms and arranging a further tenancy and agreement
ENDING YOUR TENANCY:
Check out Fee (tenant’s share)	£ N/A (inc VAT)
Attending the property to undertake an updated Schedule of Condition based on the original inventory and negotiating the repayment of the security deposit(s)
Future Landlord Reference Fee	£ N/A (inc VAT) per reference request
Collating information and preparing a reference for future landlord or letting agent
OTHER FEES AND CHARGES:
Unpaid Rent / Returned Payments	Interest at 5% above Bank of England Base Rate from date due
Professional Cleaning (if required)	£ 18 (inc VAT) per hour which will be deducted from the Security Deposit
Only charged where professional cleaning is necessary to return the property to the same condition as at the start of the tenancy
Dishonoured Cheque / Standing Order Recall	£ 30 (inc VAT) per cheque / recall
Letter to Chase Outstanding Payment	£ 30 (inc VAT) per letter

IF YOU HAVE ANY QUESTIONS ON OUR FEES, PLEASE ASK A MEMBER OF STAFF

INDEPENDENT REDRESS PROVIDED BY:

The Property Ombudsman

CLIENT MONEY PROTECTION:

Provided by Propertymark

End of Tenancy

Depending on the property, tenants may also be expected to pay for;

Professional cleaning of the property. Only charged where professional cleaning is necessary to return the property to the same condition as the start of the tenancy.

Inventory check out- Quoted per property

Attending the property to undertake an updated schedule of condition based on the original inventory and negotiating the repayment of the security deposits(s)

Dilapidations as agreed

COMPANY LET

Company applications are acceptable where the company will be paying the rent. The fee will be £180 including VAT.

Please note that all monies to be paid on the signing of the agreement prior to the occupation and should be paid in cash or by banker’s draft, unless they are paid a minimum of seven working days prior to occupancy.

CHECK IN AND CONDITION REPORT

If we have been instructed by the Landlord, a Condition Report will be prepared of your new home and a convenient appointment will be made with the Inventory Clerk to carry out a Check In report to coincide with your move in day.

All information is provided in good faith. It does not replace the advice of a qualified legal advisor. We will accept no responsibility for any inaccuracies.

OTHER POINTS OF INTEREST:

The Tenant will be responsible for insuring their own possessions
The Tenant will take over all utilities such as Gas, Electricity, Water/Sewage charges, Council Tax & Telephone upon moving into the property and will be responsible for contacting the relevant suppliers accordingly prior to commencement of the tenancy.
The Landlord is responsible for any repair/maintenance problems to appliances etc. but the Tenant is responsible for any breakages which should be reported immediately.
Decoration of the property must only be done with your Landlord’s permission
No pets are allowed unless the Landlord has given consent
Reasonable notice should be given in the event that the Letting Agent or Landlord wishes to inspect the property outside pre-agreed times. It is usual for the Agent to inspect the property at least twice during the term of your Tenancy and the Tenancy Agreement should cover this eventuality.
Most lets are for 12 months, although some Landlords may consider shorter terms of say 6 months.
Should you wish to quit your Tenancy earlier than the agreed term, you will be liable for all rent until the end of the agreed Tenancy. However, it may be worth considering negotiating a BREAK CLAUSE with the Landlord which, for example, could entitle you to give notice after 4 months. In this case, you would only be liable for the rent for the notice period of 2 months, releasing you from the remaining 6 months of a 12-month Tenancy.
There is no set law regarding the time limit for returning deposits but this is normally subsequent to the final inspection of the property. Letting agents generally encourage Landlords to employ a professional inventory agent to conduct the inspection and produce a report as to the condition of the interior at the beginning of the Tenancy and again at the end but this is not obligatory. In most cases, the deposit will be returned once any damages are ascertained by the Tenant/Landlord/Inventory Clerk and appropriate deductions agreed.
The most common type of Tenancy Agreement is the assured short hold used for 6-12 month lets and usually takes the form of a standard contract between both parties. However, should any “extras” be agreed such as certain furnishings to be provided by the Landlord, you should ask that an extra clause be added to the agreement to this effect. It should be noted that the landlord is not obliged to carry out promises so it is important that your requests are documented.
The Letting Agents will deal with the property viewings, references, agreements and getting you moved in. If the agent has been instructed to manage the property, then you will normally report any repairs or queries to them. If not, then you will deal directly with the Landlord.
The Letting Agent, whilst acting for the Landlord, operates within accepted guidelines in the industry to ensure that you are able to rely on a professional letting agent taking your concerns seriously and advising the Landlord if they are being unreasonable. In this regard, you should be assured that the property conforms to all safety regulations and is fairly priced.
You require a professional service and, as such, Mark Youll Estate Agents is a member of a recognised body such as T.P.O. This ensures that professional standards are met, for example, the correct Tenancy Agreement is used; proper procedures are in place for reporting and dealing with repairs; safety checks are conducted and a bonding scheme is provided to protect your deposit.